SWANcom

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by Rebecca Malinowski

Starting at 11 AM, library staff will be able to use the y operator to override a block when a user attempts to check out an item from the regular shelves that has holds for other users on it. Library staff will still not be able to override anything related to available (on the hold shelf) holds. In order to make these changes, we need to briefly halt the system at 11 AM. You will all be disconnected from Workflows, but will be able to sign back in within 3 minutes. So far all reports of abnormal behavior we've seen have been expected, and SirsiDynix thinks the resolution is working as planned. Please continue to follow all prompts for routing and holds when checking in items. Thank you again for your cooperation. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years

Holds Fix Reminder and Data Issues Updates

by Rebecca Malinowski

Good morning library staff, As you come into the libraries this morning, please remember to first check in your hold shelf items, following all prompts from Workflows exactly, and then check in your incoming delivery items, also following all prompts from Workflows exactly. It is necessary to follow any instructions from the software in order to complete the reset process started by SirsiDynix last night. Please refer to https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… for additional information including detailed instructions and an FAQ. SirsiDynix and SWAN will monitor the holds situation throughout the day and SWAN will send updates as they become available. Please continue to report data issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Be sure to include patron and item barcodes for issues with checkouts, holds, and other circulation functions, and control numbers or barcodes for catalog issues. We cannot troubleshoot the issues you observe without this information. Data Issues Updates: The updates below reflect current progress on a number of issues impacting all or most libraries. We are also tracking a number of other isssues including date numbers for weekly and daily periodicals, replacing unwanted Dewey call numbers with PERIODICAL and investigating On Order items. Holds: We are in the middle of a process to resolve hold issues. All items on hold shelves should be checked in this morning, followed by all delivery items. Please refer to https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… for details on the processes you should be following this morning. We will continue to monitor the situation and send updates as they are available. ___ Patron Address Changes: We learned yesterday that during our patron data cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. This file requires some manual cleanup before it can be loaded. IN PROGRESS: Manual cleanup complete, file transferred to SirsiDynix to update affected patron records in Workflows. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ___ Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. The cause of this problem originated within Millennium when the item was created. In some item records, barcodes were entered by library staff as a MARC field, which could not be included in the data export. As a result, the corresponding item records were loaded with autogenerated barcodes. RESOLVED: Items incorrectly assigned an autogenerated barcode have been reassigned their proper barcode. Some items including acq titles and legacy ebook records will have autogenerated barcodes. This is expected. Resolving this issue also corrected some problems with users missing checkouts or holds on their accounts. ___ Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. These errors are due to a number of issues, including call numbers entered as non-MARC, nonstandard call number formats, and data entry problems from Millennium. IN PROGRESS ___ Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. With Middle Initials: RESOLVED No Middle Initials: IN PROGRESS: A file has been created with over 4000 effected patrons that will be corrected. Please note, there is no way to be 100% precise, and some manual cleanup at the library level may be needed, but this should resolve the issue for most users. ____ Item Types Unknown: These items have been identified and will be remapped to their proper item types. IN PROGRESS: Most of these have been resolved. SirsiDynix is finishing cleanup of these items. ___ Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. RESOLVED _____ Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. RESOLVED

10 years

*Action Required* Upload of Library Offline Data Tonight

by Steven Schlewitt

SWAN Library Staff: All VPN tunnels are currently open to accept your WorkFlows offline transaction data. Please login to the WorkFlows production server (10.120.131.25) to upload your data prior to closing up for the night. Thank you! Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Thursday, April 16, 2015 3:39 PM To: swancom(a)list.swanlibraries.net Cc: swancirc(a)list.swanlibraries.net Subject: [SWANcom] Update: *MOST IMPORTANT SWANCOM EVER* How You Are Needed to Fix Our Holds TRUST THE PROCESS To All Library Staff: Thank you all for your continued patience and flexibility. We understand the importance of holds in our system, and want to resolve these issues as quickly and as cleanly as possible. After many hours of work and brainstorming, SirsiDynix has developed a plan to resolve our holds issues. In short, all holds will be set to unavailable, and libraries will have to check in every item that is currently on their hold shelf. Please read on for an overview of tasks libraries should perform tonight and tomorrow, as well as a detailed explanation. Overview of Responsibilities at Member Libraries Tonight and Tomorrow Tonight: * Immediately stop filling holds from your hold shelf. These will all be checked in tomorrow. Consider removing all wrappers and slips tonight to save time in the morning. * Continue operating in offline for the rest of the day * After completing your day in offline, log into the production server to upload offline data on each workstation that operated in offline mode today Tomorrow: * SWAN will open access to the Symphony production server at 7 am * Consider bringing library staff in as early to check in all items from the hold shelf and all incoming delivery. Library staff may come in as early as 7 am to start this process. * Resume circulation at your regular opening time * Continue reporting issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Details Tonight, libraries will continue to operate in offline mode while SirsiDynix runs a script in the background to set all holds to "unavailable." This is basically pressing the reset button on all of our holds that have been problematic. Because holds are being set to unavailable, please stop circulating items currently on your hold shelves immediately. Libraries with open hold shelves will want to physically remove those items, or otherwise make them physically unavailable to patrons. Much like this past weekend, libraries should only be checking out or renewing in offline mode. At closing today, libraries will need to log into the production server on each machine that circulated any items in offline mode. This will upload the files to our server, and we will process these transactions over night. Please upload these files as close to 9 PM or your scheduled closing time as possible so we can begin processing them as soon as possible. In the morning, all libraries will need to do the following, in this order. Everyone must do as instructed or this process to fix all the holds across SWAN will fail. 1. Check in each item on the hold shelf (or that was removed from the hold shelf on Thursday night). Follow whatever prompts the system gives you, printing a new hold slip, hold wrapper, or routing label as prompted. Trust the process. Follow the prompt even if it will not fill the hold for the current patron. It may tell you to route an item back to the home library, or to another library to fill a hold. Even if the system requires you to fill a hold that you normally would not, please follow the prompts exactly. It is important to follow the instructions from Workflows in order to complete the reset that SirsiDynix is starting on our system tonight. 2. Check in each item in your incoming delivery and other items that you have held during this process. Again, it is imperative that you trust the process and follow the prompts given by Workflows. It is possible that it will prompt you to send your nonholdable items to another library to fill a hold. Please follow the instructions and send the item. You may wish to make a note of the barcode to submit to SWAN for review later, but in this case, please send all items as instructed by Workflows. Again, it is imperative that all prompts from Workflows are followed. *If prompts are ignored, this process to fix all the holds across SWAN will fail.* You may want to consider bringing staff in early to begin processing these items. SWAN staff will be available beginning at 7 AM. Processing these items prior to opening the library may help relieve confusion after opening, and will give you a chance to get some of your hold shelf repopulated. After processing your hold shelf and incoming delivery, you may resume regular library operations. Please note, the pull list will not be run until we are confident that these hold issues have been resolved and libraries have successfully completed the tasks listed above. Similarly, we will not run the clear hold shelf report tomorrow or until further notice. Please continue to report any anomalies to SWAN at help(a)swanlibraries.net<mailto:help@swanlibraries.net>, being sure to include item and patron barcodes or control numbers where you encounter issues. Without these barcodes, we are not able to troubleshoot your issue. Please note: SIP connectivity will remain down tomorrow morning. That means that any services or equipment that are not authenticating or functioning today while in offline mode will continue to not authenticate or function tomorrow morning. We will send a SWANcom when SIP connectivity is restored. Thank you again for your patience. Please continue to direct questions and reports to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or 630-734-5153. We will continue to send updates via SWANcom and will begin an FAQ about this process at https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years

MKS closed early

by Lauren Peltier

SWAN Libraries- The Markham Library is experiencing problems with their water supply to the building. They are closing tonight at 7:15pm. They anticipate a normal opening tomorrow at 9am, pending notification. Lauren Peltier SWAN Member Services Support Analyst 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5155 Fax: 630.734.5056 lauren.peltier(a)railslibraries.info<mailto:lauren.peltier@railslibraries.info> http://support.swanlibraries.net

10 years

Update: *MOST IMPORTANT SWANCOM EVER* How You Are Needed to Fix Our Holds

by Aaron Skog

TRUST THE PROCESS To All Library Staff: Thank you all for your continued patience and flexibility. We understand the importance of holds in our system, and want to resolve these issues as quickly and as cleanly as possible. After many hours of work and brainstorming, SirsiDynix has developed a plan to resolve our holds issues. In short, all holds will be set to unavailable, and libraries will have to check in every item that is currently on their hold shelf. Please read on for an overview of tasks libraries should perform tonight and tomorrow, as well as a detailed explanation. Overview of Responsibilities at Member Libraries Tonight and Tomorrow Tonight: * Immediately stop filling holds from your hold shelf. These will all be checked in tomorrow. Consider removing all wrappers and slips tonight to save time in the morning. * Continue operating in offline for the rest of the day * After completing your day in offline, log into the production server to upload offline data on each workstation that operated in offline mode today Tomorrow: * SWAN will open access to the Symphony production server at 7 am * Consider bringing library staff in as early to check in all items from the hold shelf and all incoming delivery. Library staff may come in as early as 7 am to start this process. * Resume circulation at your regular opening time * Continue reporting issues to help(a)swanlibraries.net<mailto:help@swanlibraries.net> Details Tonight, libraries will continue to operate in offline mode while SirsiDynix runs a script in the background to set all holds to "unavailable." This is basically pressing the reset button on all of our holds that have been problematic. Because holds are being set to unavailable, please stop circulating items currently on your hold shelves immediately. Libraries with open hold shelves will want to physically remove those items, or otherwise make them physically unavailable to patrons. Much like this past weekend, libraries should only be checking out or renewing in offline mode. At closing today, libraries will need to log into the production server on each machine that circulated any items in offline mode. This will upload the files to our server, and we will process these transactions over night. Please upload these files as close to 9 PM or your scheduled closing time as possible so we can begin processing them as soon as possible. In the morning, all libraries will need to do the following, in this order. Everyone must do as instructed or this process to fix all the holds across SWAN will fail. 1. Check in each item on the hold shelf (or that was removed from the hold shelf on Thursday night). Follow whatever prompts the system gives you, printing a new hold slip, hold wrapper, or routing label as prompted. Trust the process. Follow the prompt even if it will not fill the hold for the current patron. It may tell you to route an item back to the home library, or to another library to fill a hold. Even if the system requires you to fill a hold that you normally would not, please follow the prompts exactly. It is important to follow the instructions from Workflows in order to complete the reset that SirsiDynix is starting on our system tonight. 2. Check in each item in your incoming delivery and other items that you have held during this process. Again, it is imperative that you trust the process and follow the prompts given by Workflows. It is possible that it will prompt you to send your nonholdable items to another library to fill a hold. Please follow the instructions and send the item. You may wish to make a note of the barcode to submit to SWAN for review later, but in this case, please send all items as instructed by Workflows. Again, it is imperative that all prompts from Workflows are followed. *If prompts are ignored, this process to fix all the holds across SWAN will fail.* You may want to consider bringing staff in early to begin processing these items. SWAN staff will be available beginning at 7 AM. Processing these items prior to opening the library may help relieve confusion after opening, and will give you a chance to get some of your hold shelf repopulated. After processing your hold shelf and incoming delivery, you may resume regular library operations. Please note, the pull list will not be run until we are confident that these hold issues have been resolved and libraries have successfully completed the tasks listed above. Similarly, we will not run the clear hold shelf report tomorrow or until further notice. Please continue to report any anomalies to SWAN at help(a)swanlibraries.net<mailto:help@swanlibraries.net>, being sure to include item and patron barcodes or control numbers where you encounter issues. Without these barcodes, we are not able to troubleshoot your issue. Please note: SIP connectivity will remain down tomorrow morning. That means that any services or equipment that are not authenticating or functioning today while in offline mode will continue to not authenticate or function tomorrow morning. We will send a SWANcom when SIP connectivity is restored. Thank you again for your patience. Please continue to direct questions and reports to help(a)swanlibraries.net<mailto:help@swanlibraries.net> or 630-734-5153. We will continue to send updates via SWANcom and will begin an FAQ about this process at https://support.swanlibraries.net/content/migration-hold-fix-instructions-f… Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years

Update: Contacting Patrons About Holds

by Aaron Skog

To All Library Staff: If you are contacting patrons about holds which appear to be available for them, stop and await instructions we will provide you. Some holds that appear to ready are not correct. We should have another update around 3pm. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years

Update: Please continue to operate in offline mode

by Rebecca Malinowski

To All SWAN Library Staff: Please continue to work in offline mode today. While SirsiDynix has made progress on resolving our holds issues (and others, see below for details), they are not resolved and we are not ready to resume regular circulation. We will notify all libraries via SWANcom and the SWAN support site when the issues are resolved and we are back online. Thank you for all of the calls and tickets you've sent in over the past two days. Your feedback has helped us identify and troubleshoot a number of issues. We appreciate your patience as we continue to work towards resolutions. Updates: Holds: The two main concerns are that Many holds are appearing as available when they are not, and multiple items are trapping for the same hold on in transit items. These issues appear to be affecting all libraries. SirsiDynix has worked through the night to identify the source of these errors, and we hope to have a resolution soon. Patron Address Changes: We learned yesterday that during our patron cleanup, a number of patrons who reside in cities that share zip codes with neighboring cities had their addresses incorrectly updated to their neighboring city. While this does not pose a problem with mail delivery, we understand it is confusing to both staff and patrons, and have been working with our vendor to resolve the issue. We have received a file contain a list of users potentially affected, which we will review today before SirsiDynix updates the user records to reflect the correct city. Items with autogenerated barcodes: A number of items were loaded into Workflows with autogenerated barcodes. This produces an "Item Not Found" in catalog error when scanning barcodes during check in and check outs. These items have been identified, and a list of correct barcodes has been supplied to SirsiDynix. Items with missing call number pre- or post-stamps: The cause of this problem has been identified, and a list of affected items has been developed. SWAN has supplied SirsiDynix with a list of corrections to make. Item Types Unknown: These items have been identified and will be remapped to their proper item types. Patrons with incorrect barcodes: A small number of users had their barcodes changed last week between April 6 and 10th. They were loaded with their previous barcode. They should now be updated to reflect the more current barcode. Patron names displaying in wrong order: Users entered into Millennium without punctuation separating Lastname Firstname are not displaying properly in Workflows. SirsiDynix has developed a list of affected users with middle initials, and is working on a list of users without initials. The next step is to review the list and properly parse the data to update the records in Workflows. Item Status: Items with current locations like Missing, Display, and Repair should be checked out to a corresponding system use user. Migrated items came over with the proper current location, but were missing that corresponding check out. A script has been run to correct that issue for all system use users. Offline Exceptions: Each library should have received an offline exception report last night, sent to their library email alias. See last night's SWANcom for more details. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

10 years

**Update** Your Help Needed: Circulation Offline Starting Tonight, 5PM

by Rebecca Malinowski

To all SWAN library staff: Thank you for your cooperation and patience throughout the day. Our team is continuing to work through the holds issues, and are making progress. We do not yet have an estimated completion time. Please plan to continue offline circulation in the morning. SWAN will notify all libraries via SWANcom when we can resume normal circulation. There is no need to log into production tonight to upload offline files. We will collect and process them tomorrow once the holds issues are resolved. Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Wednesday, April 15, 2015 4:30 PM To: swancom(a)list.swanlibraries.net Subject: [SWANcom] *Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM To All SWAN Library Staff: Please plan to operate in Offline Mode starting at 5 PM tonight, through closing. At 5 PM tonight, the production server will be restricted and all libraries will lose their connection to Workflows. At that time, please reopen Workflows and check the "Operate in Offline Mode" box. Please only perform check outs and renewals. *Do not check in items or register patrons.* Enterprise will continue to be accessible, but users will not be able to place holds. In order to resolve the hold issues we have experienced over the past two days, we need to halt activity on the server and give the SirsiDynix team time to identify and correct the problem. We plan to resume normal circulation in morning, and will notify SWAN libraries when we are ready to resume circulation. Please do not attempt to log in until hearing from SWAN. We will send an additional SWANcom about 3rd party services which will be affected. Self-checks will not work, but reservation systems will be left running. We will keep libraries updated via SWANcom. Please continue to monitor your email. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years

Offline Exception Logs from Go-Live weekend 4/10-4/13

by Kate Boyle

+++ Please route to appropriate personnel +++ Everyone- Attached is a pdf document with all the Offline exceptions from the weekend. You will notice that the pages are sorted by individual library. It appears that the exception message is rather simply stated. If you should have any questions after you review the printout, feel free to contact SWAN Member Services at 630-734-5153 or send us an email: help(a)swanlibraries.net Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.infous<mailto:kate.boyle@railslibraries.infous> http://www.railslibraries.info

10 years

*Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM (Correction on SIP2)

by Steven Schlewitt

SWAN Library Staff: Just a quick correction - SIP2 access will be disabled entirely for the evening to prevent circulation or changes to patron records. During that time, your self-checks, AMH's, integrated vendor services (such as Axis 360, 3M Cloud Library, etc), and local vendor services (SAM, PC-Res, etc) will not authenticate against the ILS server. We sincerely apologize for the inconvenience. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Wednesday, April 15, 2015 4:30 PM To: swancom(a)list.swanlibraries.net Subject: [SWANcom] *Action Required* Your Help Needed: Circulation Offline Starting Tonight, 5PM To All SWAN Library Staff: Please plan to operate in Offline Mode starting at 5 PM tonight, through closing. At 5 PM tonight, the production server will be restricted and all libraries will lose their connection to Workflows. At that time, please reopen Workflows and check the "Operate in Offline Mode" box. Please only perform check outs and renewals. *Do not check in items or register patrons.* Enterprise will continue to be accessible, but users will not be able to place holds. In order to resolve the hold issues we have experienced over the past two days, we need to halt activity on the server and give the SirsiDynix team time to identify and correct the problem. We plan to resume normal circulation in morning, and will notify SWAN libraries when we are ready to resume circulation. Please do not attempt to log in until hearing from SWAN. We will send an additional SWANcom about 3rd party services which will be affected. Self-checks will not work, but reservation systems will be left running. We will keep libraries updated via SWANcom. Please continue to monitor your email. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

10 years

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